How to Record a Voicemail Greeting in LeadLocate

Give callers the store's own greeting when nobody can pick up, and your own voice on the calls meant for you.

1. Open the Company Voicemail section

   Sign in as a Master Administrator. Open Billing & Admin, then Account Settings, then Phone & IVR and IVR Settings. Scroll to Company Voicemail. The card shows the current greeting and explains that it plays when nobody can take the call.

2. Record the store greeting over the phone

   From any phone, dial the recording line printed on the card, press 3 when prompted, then enter the Voicemail code shown beside it. Speak the greeting after the tone: the store's name, that you are with customers, and that a call back is coming. Hang up and the recording becomes the current greeting.

3. Or upload a recording

   If the store produced a greeting elsewhere, press Upload Greeting and choose the file. A WAV or MP3 works. If you ever want the default back, Use Standard restores the standard greeting so a caller never hears silence.

4. Record your personal greeting on the desktop

   Open User Management, open your record with Edit User and find My Voicemail. Record the greeting in the browser or over the phone the same way. This greeting plays on calls that were meant for you, such as a customer who dialed your line after hours.

5. Or record it from the mobile app

   In the LeadLocate app open Voicemail Recordings. Use Record your voicemail over the phone, which shows the account phone to dial, then press Save Voicemail. Your recordings are listed under Saved Voicemail Recordings, and Reset clears one you do not want.

6. Test the greeting

   Call the store's tracking number from a cell phone that is not on the ring list, let it ring out, and listen. Leave a short message. It appears on the Calls page with a transcript, and on the mobile app under Call Logs.

The store greeting needs a Master Administrator login, because Company Voicemail is part of IVR Settings under Account Settings. A personal greeting needs only your own login: every user has My Voicemail on their record and the recorder in the mobile app. Have a quiet room and a script of two or three sentences. A greeting that runs past twenty seconds loses callers before the tone.

Nothing needs to be bought or installed. A new account starts with a standard greeting, so callers already hear something sensible; this guide replaces it with the store's own voice. Greetings and the messages callers leave are built to keep the store selling: a caller always hears the store's own voice, the message is saved the moment it is left, and it lands on the record with the caller's number and the time, ready for whoever works the callback.

On IVR Settings the Company Voicemail card shows your recording as the current greeting rather than the standard one. When a caller rings the tracking number and nobody on the ring list picks up, they hear it, and a message they leave lands on the Calls page with a recording and a transcript, not in a personal carrier mailbox that nobody at the store can open. If the caller is a known lead, the message also sits on that lead's timeline with the texts and emails around it.

A personal greeting behaves the same way for calls that were meant for one user. On the mobile app the recording appears under Saved Voicemail Recordings as soon as you press Save Voicemail. The messages that arrive after that carry the caller ID and the name looked up from it, so the rep who signs in the next morning knows who to call back before pressing play.

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Callers still hear the standard greeting. The phone recording never completed, usually because the Voicemail code was entered wrong or the call was ended before the tone. Dial the recording line again, press 3, enter the code from the card exactly, and speak after the tone. If you uploaded a file, confirm it is a WAV or MP3 and press Upload Greeting again.

Callers hear a rep's personal cell phone voicemail. The call was answered by a carrier voicemail box before the store's greeting could play. Turn on the press 5 confirmation under Call Handling on IVR Settings, so a voicemail box counts as unanswered and the caller reaches the Company Voicemail instead.

The greeting plays during business hours when someone could have answered. The Forward Calls To list is empty or out of date, so no phone rang. Fix the list on the same page and test again.

The greeting is what a caller hears when forwarding runs out, so the list it sits behind matters as much as the recording. The call forwarding and ring lists page covers the Forward Calls To list and the press 5 confirmation, and the voicemail drop and greetings feature page explains how greetings and the drop library fit together inside LeadLocate CRM.

Once your greeting is in place, the same recording skills make a voicemail drop: a message recorded once and left with one button from the softphone whenever a call reaches a customer's mailbox. Those recordings live under Voicemail Drop Files, and the VoIP softphone page shows where the drop button sits. A store that wants a caller greeted and asked what they need before any phone rings should read about the virtual receptionist. Every other guide is on the help center.

Say the store's name first, then what happens next. A caller who hears the name knows they dialed the right place, and a caller who hears that the call comes back today is more likely to leave a number. Skip the hours in the recording itself; hours change, and the store's schedule on IVR Settings already routes after hours calls.

Record the personal greeting on your first day and again whenever you change desks or roles. A greeting that names a department you no longer work in costs a callback. A greeting that changes by time of day, or a separate recording for one tracking number, is available on request, and our team puts it in production for your dealership. Ask through contact us.

Which greeting does a caller hear, the store's or mine?

A call to the store's tracking number that nobody answers gets the Company Voicemail greeting. A call meant for one user, such as a customer who reached your line, gets that user's own My Voicemail greeting.

Can I record the greeting from my cell phone?

Yes. Dial the recording line shown on the Company Voicemail card, press 3, and enter the Voicemail code. On the mobile app, Record your voicemail over the phone does the same for your personal greeting.

Where do the messages callers leave show up?

On the Calls page in the main menu with a recording and a transcript, on Call Logs in the mobile app, and on the lead's timeline when the caller's number matches a lead.

How do I go back to the default greeting?

Press Use Standard on the Company Voicemail card. The standard greeting returns immediately, and you can record or upload a new one at any time.

Tell us the store's name and how you want calls returned. Our team drafts the script and walks you through the recording on a short call.

Prefer to talk right now? Call or text 844-376-2274.